Administrative Assistant

2 weeks ago

Newmarket, Canada York Region Full time

**Job Description**:
**POSITION PURPOSE**
This position is responsible for providing administrative support to the Total Rewards Division, including administrative support to the Head Total Rewards and occasional support to the HR Technology & Analytics Division. Maintains filing systems and records, prepares and processes correspondence, reports, minutes and presentations. Research and compile background materials and assists with projects as needed. Tracks and monitors project and program specific activities, enters data, and monitors time and attendance.

**MAJOR RESPONSIBILITIES**
- Provides administrative support to management and staff of the Total Rewards Division and on occasion to the HR Technology and Analytics Division.
- Provides support for ongoing projects, including researching, compiling background materials, scheduling and coordinating meetings, project documentation, electronic filing and maintenance, etc.
- Prepares, tracks and maintains programs, lists, records and reports.
- Prepares and distributes agendas, minutes, correspondence, reports, presentations and communication materials. Provides background material and/or briefing notes, as appropriate, for responses to inquiries and meetings.
- Prepares, formats, proof-reads, edits or revises correspondence, reports, spreadsheets and presentations.
- Supports the processing of invoices and tracking of supporting documents for both Divisions.
- Handles confidential matters, sensitive political or human resource issues for both Divisions such as maintaining staff records, completion of attendance records, vacation schedules as required.
- Organizes meetings, including arranging for facilities, audio-visual, agenda preparation and distribution, attendance confirmation and minute-taking.
- Manages, safekeeps, and procures approved purchases with Pcard and ensure all supported documents are tracked and submitted per policy.
- Maintains administrative filing systems in accordance with corporate standards and prepares documentation for storage and/or off-site retrieval.
- Acts as a resource person and contact point by contacting members of the public or other organizations to exchange routine information, as needed; provides internal and external stakeholders with accurate information and redirects as appropriate.
- Composes and prepares replies to correspondence, as requested.
- Enters data and produces reports and queries from database systems, as requested.
- Arranges registrations for conventions/conferences and accommodations for travel, where required, for both divisions.
- Maintains budget information, handles purchasing, accounts payable and expenses.
- Processes and reconciles credit card transactions.
- Keeps abreast of People, Equity and Culture issues and activities and ensures that important and sensitive issues are brought to the Managers attention.
- Arranges appointments for the Managers and maintains calendars, as required.
- Ensures that services provided meet Regional customer service standards.
- Participates on committees, work groups, task forces and special projects, as assigned.
- Manages information in accordance with legislation and corporate standards.
- Performs other duties as assigned, in accordance with Branch and Department objectives.

**QUALIFICATIONS**
- Successful completion of a Community College Diploma in Business Administration or related field or approved equivalent combination of education and experience.
- Minimum three (3) years progressively responsible administrative experience in an office environment.
- Demonstrated experience in human resources including knowledge of policies and procedures.
- Good knowledge of HRMS systems (e.g., PeopleSoft) and financial acumen.
- Knowledge of general office procedures including records management and retention by-laws.
- Demonstrated ability in the Region’s core competencies.
- Excellent interpersonal, organizational, time management and problem-solving skills.
- Excellent oral and written communication skills.
- Ability to handle sensitive issues, maintain confidentiality and exercise good judgement and discretion in dealing with staff, the public and/or confidential information.
- Intermediate skills in virtual platforms and MS Office Suite.
- Strong ability to develop relationships and work in a welcoming and inclusive environment, where diversity is celebrated and where everyone can develop to their full potential.
- Ability to work independently and with teams and with ability to manage competing priorities.
- Ability to travel to offsite locations, as required.
- Ability to work outside regular business hours, as required.

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